Forms (e.g. intake questionnaires) as well as contracts (e.g. a waiver that has to be signed) can be filled in by you or your customers digitally. On this page we will explain how that works.
📣 Note: This article contains some features that are only available to Pro plan users.
Create a form
You can create two different types of forms:
A questionnaire (for example for an intake form)
A contract - which can be signed by your customer
Did you create the forms you need? There are three different ways in which a form can be filled in:
Complete the form/contract yourself; via the customer's profile or via the customer's appointment.
Sending the form by email; this way the customer can fill it in in their own time and send it back to you.
Sending the form automatically by email (PRO subscription only) when the customer books a certain appointment.
Complete the form/contract yourself
A form can be filled in manually from two places; from a customer's profile and from an appointment in the calendar.
To fill in a form from the customer's profiel, go to Customers > look up the customer > and choose the "Fill in a form" button to fill in an extra form.
Filled in forms can be found in the customer's profile in the "Forms" tabs.
To fill in a form from the customer's appointment, look up the correct appointment in the calendar. Open the appointment and click on the "Forms" button on the right side.
Use this flow to link a certain form to an appointment. The filled in forms can be found in the customer's profile in the "Forms" tabs.
Ask your customers to complete the form/contract
Forms and contracts can also be sent by email. This way the customer fills it in themselves and sends it back to you. There are 2 ways you can send forms/contracts to your customers:
Method 1 - Send via the customer profile
Look for the right customer in your customer database
In the upper left corner, click on Fill in a form
A list of available forms and contracts appears. Click on the envelope icon for the form or contract that you want to send: email.
A pop-up will open and ask if you want to send this to your customer
Click on send to send the form/contract to your customer
A green sign in the top-right of your screen saying email sent tells you the mail has been sent containing the form/contract
Your customer will receive the form/contract in the following template
Method 2 - Send via. an appointment in the calendar
Look for the right appointment in the calendar
Open the appointment and click on forms on the right side
A list of available forms/contracts appears. Click on the envelope icon for the form you want to send: email.
A pop-up will open and ask if you want to send this to your customer
Click on send to send the form/contract to your customer
A green sign in the top-right of your screen saying email sent tells you the mail has been sent containing the form/contract
Your customer will receive the form/contract in the following template
Setting up automated forms/contracts (PRO ONLY)
Pro user can link forms to services so that forms/contracts are sent via. email automatically when the relevant service(s) are booked via. your Salonized booking widget or manually added to the calendar.
How to set it up
Forms and contracts can be linked to entire service categories and/or specific services via. Settings > Forms.
When a form or a contract is linked to a service(s), the form/contract will be sent to the salon customer automatically when the linked service is booked via. the booking widget OR an appointment containing a linked service and a salon customer is manually added to the calendar.
Editing the automated e-mail
Pro subscribers can edit the e-mail template for automated forms that is sent to salon customers containing the form in the Marketing area > E-mails. Here, Pro users can customise the look-and-feel of the email that is automatically sent to salon customers.
Receiving a digitally filled in form
You get two kinds of notifications in case a customer has filled in a form digitally:
By email: we send a notification to the notification mail address
On your dashboard: newly received forms appear in the 'Activity' list. Click on a notification to see the form.
Do you have any questions? Let us know. We're always happy to help.